System and method for certifying and authenticating correspondence (ii)

ABSTRACT

Described herein is a method and system for certifying contents of a correspondence sent from a sender to a recipient. The method comprises: receiving by an information processor over a communication network an electronic file from a sending workstation associated with the correspondence; receiving over the communication network recipient information that represents the recipient of the correspondence; generating a formatted electronic document from the electronic file, the formatted electronic document including coded information for identifying the electronic document; storing a copy of the formatted electronic document in a database; outputting the formatted electronic document as a physical document; delivering the physical document to the recipient; and retaining the copy of the electronic formatted document stored in the database as a certification of the contents of the correspondence as embodied in the physical document sent to the recipient.

PRIORITY

This application is a continuation of and claims priority to U.S. patentapplication Ser. No. 12/392,812, filed Feb. 25. 2009 and entitled SYSTEMAND METHOD FOR CERTIFYING AND AUTHENTICATING CORRESPONDENCE (II), whichis based on and claims priority to U.S. Provisional Patent ApplicationSer. No. 61/031,071, filed on Feb. 25, 2008 and entitled SYSTEM ANDMETHOD FOR CERTIFYING AND AUTHENTICATING CORRESPONDENCE (II), and is acontinuation-in-part of U.S. patent application Ser. No. 11/451,094,filed on Jun. 12, 2006 and entitled SYSTEM AND METHOD FOR CERTIFYING THECONTENTS OF A CORRESPONDENCE, the entire contents of which are herebyincorporated by reference herein.

FIELD OF THE INVENTION

The present invention relates generally to communication, and, moreparticularly, to certifying, authenticating and retainingcorrespondence.

DESCRIPTION OF THE RELATED ART

Many parties use conventional couriers, such as the U.S. Postal Serviceor private couriers such as FedEx, UPS, and DHL, in order to sendcorrespondence/documentation to intended recipients. Although suchcouriers are frequently used, they do not guarantee compliance with manyU.S. and International regulatory requirements, such as theSarbanes-Oxley Act, U.S. Securities and Exchange Commission (“SEC”)rulings, European Union (“EU”) directives, the Health InsurancePortability and Accountability Act (“HIPAA”), or the like. The corerequirements of such regulations often include corporate governance andcontrols with respect to the dissemination, retention and eventualdestruction of corporate correspondence and documentation.

In response to various regulatory requirements, corporations oftenimplement miscellaneous e-mail retention programs, but are not oftenable to implement appropriate solutions for traditional physical(paper-based) correspondence and mail. Prior art methods for sendingphysical correspondence and mail pose potentially serious risks to acorporation because the sending party has no legal way of proving whatwas actually mailed or sent. For example, the U.S. Postal Serviceprovides certified mail or private courier services that only certifythat a particular package was sent or received.

Unfortunately, sending mail via conventional prior art options (e.g.,First Class Mail, Certified Mail or via overnight courier service) doesnot guarantee authentication and/or verification of what was actuallysent. Therefore, parties sending correspondence are unable to recordproperly and permanently the documents/correspondence that werephysically sent. This is due, in part, to the fact that no serviceprovider in the prior art is able to exactly reproduce the contents of aparticular package with any certainty nor with any third partyvalidation.

Typically, in the prior art, a sender can only prove that an envelopewas sent on a certain date, sent to a certain recipient via a certainservice and was received on a certain date by a certain person. Currentconventional mailing methods lack an ability to provide a sender with afull assurance that the contents of an envelope can be reproducedexactly.

SOX 302 and 404 compliance is not just a regulatory requirement; theSarbanes-Oxley Act, HIPAA, SEC Act and others can be an opportunity tocreate a regulatory compliance solution that makes good governance avalued corporate asset. Leading publicly traded corporations understandthis, particularly multi-nationals working hard to comply with myriadregulations in multiple regions around the globe. What theseorganizations need is a continuous assurance to not only preserve theircurrent compliance investments, but to implement a sustainable andcost-effective regulatory compliance solution that is driven by businessefficiencies and value.

Unfortunately, any party's lapse in securing, controlling and recordingphysical mail could potentially be subjected to stiff regulatory fines,legal claims, which may diminish the level of trust of your clients,customers and/or patients, should a specific piece of correspondenceand/or documentation come into question or be subpoenaed in a civillitigation.

SUMMARY

Described herein is a method for certifying contents of a correspondencesent from a sender to a recipient. In one embodiment, the methodcomprises: receiving by an information processor over a communicationnetwork an electronic file from a sending workstation associated withthe correspondence; receiving over the communication network recipientinformation that represents the recipient of the correspondence;generating a formatted electronic document from the electronic file, theformatted electronic document including coded information foridentifying the electronic document; storing a copy of the formattedelectronic document in a database; outputting the formatted electronicdocument as a physical document; delivering the physical document to therecipient; and retaining the copy of the electronic formatted documentstored in the database as a certification of the contents of thecorrespondence as embodied in the physical document sent to therecipient.

Described herein is also a system for certifying contents of acorrespondence sent from a sender to a recipient. In one embodiment, thesystem comprises: an information processor communicating over acommunication network and operable to receive an electronic file andrecipient information from a sending workstation associated with thecorrespondence, wherein the recipient information represents therecipient of the correspondence; a formatting module to generate aformatted electronic document from the electronic file, the formattedelectronic document including coded information for identifying theelectronic document; a database operable to store a copy of theformatted electronic document; an output device operable to output theformatted electronic document as a physical document; a delivery moduleoperable to deliver the physical document to the recipient; and aretention module operable to retain the copy of the electronic formatteddocument stored in the database as a certification of the contents ofthe correspondence as embodied in the physical document sent to therecipient.

Described herein is also a system for certifying contents of acorrespondence sent from a sender to a recipient. In one embodiment, thesystem for executing a method comprises: receiving an electronic filevia an integrated messaging center; generating a formatted electronicdocument from the electronic file, the formatted electronic documentincluding coded information for identifying the electronic document;storing a copy of the formatted electronic document in a database;outputting the formatted electronic document as a physical document;delivering the physical document to the recipient; and retaining thecopy of the electronic formatted document stored in the database,wherein the retained copy ensures compliance with at least onegovernmental regulation, and further certifies the contents of thecorrespondence as embodied in the physical document.

BRIEF DESCRIPTION OF THE DRAWINGS

For the purpose of illustrating the invention, there is shown in thedrawings a form which is presently preferred, it being understood,however, that the invention is not limited to the precise arrangementsand instrumentalities shown. All of the textual and illustrativeportions of the drawings are hereby incorporated by reference. Thefeatures and advantages of the present invention will become apparentfrom the following description of the invention that refers to theaccompanying drawings, in which:

FIG. 1 shows an example hardware arrangement of a first preferredembodiment of the present invention;

FIGS. 2-15 illustrate example display screens that are presented to auser in accordance with a preferred embodiment.

FIG. 16 illustrates the functional elements of an example informationprocessor and/or workstation;

FIG. 17 includes an example display screen that is provided inaccordance with an embodiment of the invention;

FIG. 18 shows an example account management display screen in accordancewith an embodiment;

FIG. 19 illustrates a display screen that is presented to a user whoinitiates a process to send a document in accordance with an embodiment;

FIG. 20 displays an example display screen displayed after a userselects a file to be uploaded from workstation to be sent in accordancewith an embodiment;

FIG. 21 illustrates example display screen for selecting recipients froman existing electronic address book;

FIG. 22 illustrates an example add/edit contact display screen that isprovided to enable a user to add/edit a contact to a database;

FIGS. 23A and 23B show an example display screen that enables a user tomake packaging and shipping information selections;

FIG. 24 shows shipping courier pricing information returned by variouscouriers in response to a query therefore in accordance with anembodiment;

FIG. 25 illustrates an example display screen that is presented to auser who selects a courier for delivery of correspondence in accordancewith an embodiment;

FIG. 26 shows an example document retention definition display screenthat is provided after a user selects a courier and delivery schedulefor sending correspondence in accordance with an example embodiment;

FIG. 27 shows an example document filing display screen enabling a userto categorize and store a document in a database;

FIG. 28 illustrates an example display screen for selecting billingoptions in accordance with an embodiment;

FIG. 29 illustrates an order review display screen for a user to haveopportunity to review a total price for the order;

FIG. 30 shows an example order tracking display screen enabling a userto select options for tracking the status of an order placed inaccordance with an embodiment; and

FIG. 31 illustrates steps associated with transmitting a document to arecipient in accordance with an embodiment.

DESCRIPTION OF EMBODIMENTS

As shown in FIG. 1, information processor 102 includes centralizedmailing and messaging center 110, including inserting station, that isoperable to provide imaging, bar coding, printing, folding, binding,inserting, sealing and preparing for courier service for a document.Preferably centralized mailing and messaging center 110 is under thedirect control of a proprietor of the information processor 102, and mayinclude workstations or other computing devices (including informationprocessor 102) (not shown).

In the example shown in FIG. 1, centralized mailing and messaging center110 preferably includes an output printer, imaging device, envelopepreparing device and delivery mechanism. One skilled in the art willrecognize that the hardware arrangement of centralized mailing andmessaging center 110 illustrated in FIG. 1 is for example illustrativepurposes only, and that centralized mailing and messaging center 110 mayinclude fewer, more or other devices in alternative embodiments. Forexample, a centralized mailing and messaging center 110 may employbinding machine 118 to combine individual sheets. Also, the variousdevices associated with centralized mailing and messaging center 110shown in FIG. 1, including binding machine are presented as separate andapart from the output printer. Of course, one skilled in the art willrecognize that two or more of these devices may be integrated into asingle device. For example, the output printer may have a series ofattachments that comprise a binding machine.

Preferably, a convenient graphical user interface is provided that isintuitive and accessible by computing devices communicating over acommunication network using standard web browser software. Preferably,the interface comprises graphical screen controls, such as icons,buttons, drop-down lists, text box controls or the like, and further ismenu-driven and preferably provided in an integrated communicationsmanagement suite which further comprises centralized mailing andmessaging center 110.

Centralized mailing and messaging center 110 preferably centrallyprovides communications services, including in a corporate environment,as a fully hierarchical system giving “top to bottom” control over theuse of various modules by corporate employees and other authorizedpersonnel. Centralized mailing and messaging center 110 is preferablydesigned to allow managerial controls thereby providing a corporatecustomer with complete and detailed, on-demand logs covering relevantcommunication aspects offered within the centralized mailing andmessaging center 110. By providing a substantially automated service,customers achieve and maintain compliance with various regulations suchas: the Sarbanes-Oxley Act Sections 802 & 1102 (US); the HealthInsurance Portability and Accountability Act (US); the Security andExchange Commission Regulation 17a-4 (US); the NASD Rule 2210 (US); theNew York Stock Exchange—NYSE Rule 472(US); the Federal Rules of CivilProcedure(US); the European Parliament And The Council Of The EuropeanUnion Directive (95/46/ec); and Multi-Governmental Privacy laws. Ofcourse, the invention can be tailored to ensure compliance withvirtually any other regulatory or company requirement.

In a preferred embodiment, the user interface provided by centralizedmailing and messaging center 110 enables users to monitor and controlcommunications. The interface provides the user with a high level ofintegrity, security, ease and speed. Centralized mailing and messagingcenter 110, via information processor 102, preferably includes database111 that enables the user to comply with various and potentially complexregulatory standards, for example, as set forth by the U.S. federalgovernment. By using centralized mailing and messaging center 110, userscan perform various actions such as sending, auditing, receiving,reporting, and retaining communications that are sent and/or receivedfrom a single, secured internet-based environment, at any time and fromvirtually anywhere on the globe. For example, users can perform suchcommunication actions using the present invention. These and otherfeatures are described in greater detail below.

As used herein, the terms “link” and “hyperlink” refer to a selectableconnection from one or more words, pictures or other information objectsto others in which the selectable connection is presented within the webbrowser. The information object can include sound and/or motion video.Selection is typically made by “clicking” on the link using an inputdevice such as a mouse, track ball, touch screen and the like. Ofcourse, one of ordinary skill in the art will appreciate that any methodby which an object presented on the screen can be selected issufficient.

In an embodiment, a data entry display form is provided to a user forcomposing and submitting an e-mail message. As known in the art, forexample, a web-based form is provided that includes text box controlsenabling a user to submit a recipient's e-mail address, a subject line,and a body of an e-mail letter. A graphical screen control, such as abutton, is further provided that, when selected, invokes a mailto orsimilar command, as known in the art. Unlike typical prior art web-basede-mail forms, however, the e-mail letter drafted by the user is notdirectly transmitted to the e-mail address provided in the recipient'se-mail address control. Instead, the e-mail is transmitted tocentralized mailing and messaging center 110, where it is processed inaccordance with the teachings herein. For example, the e-mail ismodified to include a bar code on each page, the e-mail is printed,imaged, and stored. Thereafter, the modified e-mail is forwarded to thee-mail address originally provided in the recipient's e-mail addresscontrol. In one embodiment, the e-mail address provided in therecipient's e-mail address control is verified before the e-mail messageis sent.

Thus, in a preferred embodiment, the present invention includes anability to send and receive content certified e-mails to centralizedmailing and messaging center 110 from anyone around the globe. Theentire e-mail file, including relevant recorded information is storedsecurely, in compliance with various regulatory requirements.

When a user sends a certified e-mail, he can purchase an option, such as“enhanced certified e-mail,” which includes a personal identificationnumber and a prompt for the recipient to enter a telephone number.System 100 preferably locks the link such that access to the document isnot yet provided. System 100 preferably calls the telephone number andasks the recipient to enter the personal information number. Thereafter,the recipient states his name and attests that he is the intendedrecipient of the e-mail. The recipient is recorded, and, thereafter, thelink is preferably unlocked and the user gains access to the e-mail.Moreover, security measures are employed, such as known in the art, andthe user's internet protocol address is stored.

Furthermore, the content certification process ensures that e-mailcorrespondence cannot be tampered with after having been sent. Further,e-mail correspondence cannot be removed/deleted until a predefinedretention period has lapsed. Thereafter, e-mail correspondence isautomatically deleted, unless a user wishes to retain a copy using theoption to extend the retention period.

In accordance with a preferred embodiment, the following features areprovided:

File Upload

A secured session protocol (e.g., https) is provided to upload media toa secure server. Preferably, a time and day stamp is provided withidentifying indicia of the media.

Once one or more files are stored on information processor 102(including as operating as a file server), a retention period ispreferably selected and the user has the ability to “share” the filewith anyone. Preferably, virtually no file size restriction is imposedon the user. Moreover, a “share” invitation that enables users to inviteother users to access an uploaded file is sent by an integratedcertified email module.

User Authentication

In order to guarantee the authenticity of the originator of anycommunication through any of the features and/or modules providedherein, the identity of the individual is preferably authenticatedduring an account creation process. This authentication is preferablydone by verifying personal information unique to the user, such asdriver's license number, social security, etc. This authenticationprocess preferably serves as an enhancement to traditional “ink”signatures, such as in prior art and customary ways of proving theauthenticity of a document. The authentication process in accordancewith the teachings herein guarantee that a Content Certified document orEmail from a user, e.g., “John Doe” comes from John Doe and not animpersonator.

Scan-to-Mail

Users preferably have the ability to physically send any physicaldocument by electronically scanning that document with a scanner thatsupports scanning to an email address. Scanning and emailing yourdocument to, for example, yourname@email.globalpex.com preferably savesthe scanned document to centralized mailing and messaging center 110,and the user then addresses and mails the document, for example, via aweb site provided by information processor 102. To instantly mail thatdocument via Content Certified Physical Mail, the user simply scans andemails the document to, for example,

yourname.2125551212@email.globalpex.com. The system, thereafter, looksup the telephone number (e.g., 212-555-1212 in the present example) inthe user's respective contact list. After the telephone number islocated, the respective name and mailing address for the contact isobtained, and the document is instantly scheduled to be printed andphysically mailed on the user's behalf.

Product Enhancement:

1. Centralized mailing and messaging center 110 and/or informationprocessor 102 provides an “inbox” for incoming communications

2. Documents can be received and retained in the centralized mailing andmessaging center 110 and/or information processor 102 by using a“fax/scan to email” copier

3. MS Outlook Plug-in. A “plug-in” to a web browser software application(as known in the art) allows the sending of certified emails from ane-mail client, such as MICROSOFT OUTLOOK. The plug-in also creates a“sent box” within the e-mail client that is preferably regularly andfrequently and/or constantly synced with the web site account for theuser.

4. A “signature manager” is provided with the ADOBE ACROBAT PRINTDRIVER, which enables the user to scan and store an image of theirsignature.

Thus, the present invention provides a comprehensive, user-friendly andencompassing document tracking and content verification solution,enabling corporations to be in full compliance with the myriad and farreaching regulations mandated by the various law, acts and directives.

Budding inventors, writers and artists who, in the prior art, previouslyattempted to prove their creations or ideas were original by sendingthemselves a date-stamped, certified envelope no longer have to rely onthis method that is inherently flawed and rarely stands up in court. Inaccordance with a preferred embodiment, users who upload content via thepresent invention are assured of more legally sound protection ofintellectual property. The Certified File Upload and File ManagementService, substantially as shown and described herein, providesthird-party proof of the creation date using a digital timestamp, a keyto securing legal protection for an idea or concept. The timestampreferences the account holder's information, content, and date ofupload. Original content is saved and retained via an easy andinexpensive file upload. This helps protect users' original content,including software code, manuscripts, poems, songs, screenplays andvideos.

Accordingly, essentially anyone creating content in the digital age canbenefit from the features described herein, including the certified fileupload and file management service. As shown and described, a usersimply logs on to a secure server, e.g., information processor 102,uploads a file containing original creation, and selects a retentionperiod. The retention period can be extended at any time before itexpires. The file is preferably stored in an unaltered and unalterableform on the secure server for the time period specified.

Moreover, if needed, the user can access the uploaded file from anycomputer with Internet access by logging on through an encrypted line.Upload receipts containing the IP address and timestamp data provideirrefutable third-party proof of when the user uploaded the file andwhat the file contained.

The File upload and file management service proves the date of creationand establishes a legally recognized date of possession, and is idealfor enterprises and organizations that regularly transfer large files.The certified file upload and file management service also allows usersto share their uploaded works without file size restrictions or costs,such as that apply to data or files sent via e-mail. In accordance witha preferred embodiment, users select a file to share and enter thee-mail address of the recipient. The link is sent to the recipient, whothen downloads the file. Preferably, any time a file is shared, theparty who has accesses the file is recorded, how many times, from where,and when.

Corporate users and other individuals can also e-mail files into theiraccount for later retention and sharing. The service is also useful forcompanies wishing to archive important content in an unalterable form,securely stored offsite for disaster recovery planning purposes.

In one embodiment, a method and system are disclosed for certifyingcontents of a correspondence sent from a sender to a recipient. Stepsand modules are provided for receiving by an information processor overa communication network an electronic file from a sending workstationassociated with the correspondence. Further recipient information isreceived over the communication network that represents the recipient ofthe correspondence, and an electronic copy of the electronic file isgenerated. The electronic copy includes identifying coded information.Thereafter, the coded electronic copy is output as a physical document,and then imaged to create an electronic imaged copy. The electronicimaged copy is stored in a database, and the physical document isdelivered to the recipient. The electronic imaged copy is retained andstored in the database as a certification of physical document sent tothe recipient.

In one embodiment, a system and method is provided for authenticatingusers and certifying correspondence such as letters, documents and otherpaper products, that are transmitted for example, by private carriers orthe U.S. Postal Service. In one embodiment, the system and methodinclude a substantially fully automated process that is designed tocertify and authenticate the contents of each and every package sent inaccordance with the teachings herein. For example, customers have theability to send electronic and/or physical documents to anyone in theworld with the full assurance of document integrity, retention &retrieval, digital imagery, receipt verification and recording, andauthentication.

In accordance with the teachings herein, customers are provided withtechnological benefits and cost savings from enhanced document digitalimaging, correspondence (e.g., mail) fulfillment, and documentmanagement/retention technologies.

As used herein, a “module” refers, generally, to one or more discretecomponents that contribute to the effectiveness of the embodiments ofthe invention. Modules can operate or, alternatively, depend upon one ormore other modules in order to function.

The certification service of the embodiments is a substantiallyautomated process including imaging and bar coding of a document sent byU.S. mail or other courier service, and further by converting theimage(s) into an electronic file format which attaches relevantmetadata. The metadata includes a record of the document including itsprinting, packaging, shipping, and retention information. The end resultis a cohesive, verifiable, and complete electronic record of the entiretransmitted document. The record, which is retained within a secure datafacility, may be retrieved by a customer at any time to verify thecontents of what was sent, the sending party, the time/date when thedocument was received, and the party who received it. Thus, certainty isprovided in case an aspect of the document contents or delivery comeinto question. In addition, an enhanced document search and retrievalfeature is integrated in a platform significantly improvesresponsiveness to litigation discovery (including e-discovery) requests.

Although many of the examples and embodiments described herein referspecifically to paper documents, the invention is not so limited. Anycorrespondence can be transmitted using the features described herein.Moreover, as used herein, the term, “document,” refers to any printedmaterial.

In accordance with an embodiment, users are provided with a low-pricedovernight and other delivery services across the continental UnitedStates and overseas. As described in greater detail below, in oneembodiment shippers are queried for estimates substantially in real-timeand the lowest price is determined based on a cost-comparison.Cost-savings that are realized from receiving competitive bids fromvarious couriers are passed to the customer, thereby enabling aproprietor of the embodiment of the invention the ability to provide theservices described herein at affordable rates.

In one embodiment, documents to be sent to recipients are received fromsenders in electronic form. Thereafter, each page of the document is barcoded, printed and then imaged prior to being packaged for delivery. Theprinted bar coded document that is converted into electronicallyformatted image(s) is stored in a database. Further, each image of adocument is associated with metadata, which, for example, may include anentire record of the document including production stages of printing,packaging, shipping and file retention information. In one embodiment,the process is accomplished substantially automatically, without humanmanipulation. It is generally believed by the inventor that reducinghuman involvement during processes associated with bar coding, printing,imaging, packaging and sending correspondences increases accuracy andmakes for reliable document integrity.

Using the system and methods described herein, a cohesive, verifiableand complete electronic record of the entire document is provided. Inone embodiment, this electronic record is in a tamper proof format, andstored in a secure data facility. In one embodiment, the record may besearched and retrieved on demand by any authorized personnel at any timeand from any location where access to a communication network, such asthe internet, is available. By providing a system and processes thattakes a full, post print, image of the entire document, which issecurely stored and recorded, including the complete tracking history ofeach and every express envelope sent, the services provided arecomplete. In this way, users, including corporations, are assured ofcompliance with complex and changing regulatory challenges, such asrelated to document retention.

Referring now to the drawings, in which like reference numerals refer tolike elements, FIG. 1 shows an example hardware arrangement forcertifying sealed envelope contents, and referred to generally ascontent certified and authenticated correspondence system 100. System100 comprises at least one information processor 102, and at least onecustomer workstation 104, each of which are adapted to access andcommunicate over communication network 106. In one embodiment, theinformation processor 102 provides internet web site 103 that includesgraphical screen controls for enabling registered users to be availed ofthe features described herein. As described in greater detail below, website 103 includes downloadable virtual print driver 105 that is used forformatting and/or transmitting documents to be transmitted fromworkstation 104 to information processor 102. In one embodiment,information processor 102 communicates with customer workstation 104 andreceives instructions with respect to requests for certifying envelopecontents.

Furthermore, a service, referred to herein, generally, as “certifiedcontent authentication” assists a sender in achieving compliance withinternal controls and records retention measures, such as required bythe Sarbanes-Oxley Act, SEC rulings, EU Directives, HIPAA, or the like.

In addition to benefits provided with respect to compliance, certifiedcontent authentication enables senders to search for and retrieve copiesof previously sent physical correspondence and documents easily, therebyeliminating a potential for fraudulent claims, for example, byrecipients that a particular correspondence was not delivered or wasincomplete. By relying on certified content authentication, senders havethe ability to instantly establish the veracity of any claim ofnon-delivery, missing data, incompleteness or the like by a recipient,simply by using standard web browsing software. Users of an embodimentof the invention are provided with a high degree of assurance, via afully integrated document authentication and mail fulfillment servicethat tracks documents, that are received, coded, printed, imaged andpackaged.

Using the system and processes described herein, senders and recipientsof mailings have the ability to confirm the entire contents of acorrespondence, for example, to confirm that an entire (or less thanentire) document was included in a package. As noted above, this isaccomplished by providing an image of the actual, entire correspondencetaken before the correspondence was packaged and sent. In oneembodiment, the e-mail includes a hyperlink that, when selected,displays an image of the correspondence as well as relevant metadata. Inthis embodiment, by clicking on the appropriate link provided in thee-mail message, the recipient acknowledges having seen the documentseven before the physical correspondence has been delivered. In addition,all pertinent document information may be stored within a secure virtualdocument “vault” for varying retention periods, as prescribed byrelevant federal regulatory Acts. The documents may be retrieved by anyauthorized person, over a secure communication session using standardweb browser software thereby enabling the person to view the document atany given time, and from any location around the globe. The document andcorresponding information, such as shipping details, can not be alteredand/or deleted from the secure vault. As part of the regulatoryrequirements, the documents are automatically deleted at the end of amandatory retention period, unless a user chooses to retain documentsfor longer a period of time.

Information processor 102 includes all databases necessary to supportthe embodiments of the invention. However, it is contemplated thatinformation processor 102 can access any required database viacommunication network 106 or any other communication network to whichinformation processor 102 may be coupled. Communication network 106 is aglobal public communication network such as the Internet, but can alsobe a wide area network (WAN), local area network (LAN), or other networkthat enables two or more computers to communicate with each other.

In one embodiment, information processor 102 and customer workstation104 are any devices that are capable of sending and receiving dataacross communication network 106, e.g., mainframe computers, minicomputers, personal computers, laptop computers, a personal digitalassistants (PDA) and Internet access devices such as Web TV. Inaddition, information processors 102 and customer workstation 104 areequipped with a web browser, such as MICROSOFT INTERNET EXPLORER,NETSCAPE NAVIGATOR and the like. Information processors 102 and customerworkstations 104 are coupled to communication network 106 using anyknown data communication networking technology.

As shown in FIG. 16, the functional elements of an example informationprocessor 102 and/or workstation 104 are shown, and include one or morecentral processing units (CPU) 202 used to execute software code andcontrol the operation of information processor 102, read-only memory(ROM) 204, random access memory (RAM) 206, one or more networkinterfaces 208 to transmit and receive data to and from other computingdevices across a communication network, storage devices 210 such as ahard disk drive, floppy disk drive, tape drive, CD ROM or DVD forstoring program code, databases and application data, one or more inputdevices 212 such as a keyboard, mouse, track ball, microphone and thelike, and a display 214.

The various components of information processor 102 need not bephysically contained within the same chassis or even located in a singlelocation. For example, storage device 210 may be located at a site whichis remote from the remaining elements of information processor 102, andmay even be connected to CPU 202 across communication network 106 vianetwork interface 208. Information processor 102 includes a memoryequipped with sufficient storage to provide the necessary databases,forums, and other community services as well as acting as a web serverfor communicating hypertext markup language (HTML), Java applets,Active-X control programs or the like to customer workstations 104.Information processors 102 are arranged with components, for example,those shown in FIG. 16, suitable for the expected operating environmentof information processor 102. The CPU(s) 202, network interface(s) 208and memory and storage devices are selected to ensure that capacitiesare arranged to accommodate expected demand.

The functional elements of information processor 102 shown in FIG. 16are of the same categories of functional elements present in customerworkstation 104. However, not all elements need be present in thecustomer workstation 104. For example, storage devices 210, in the caseof PDA's, and the capacities of the various elements are arranged toaccommodate the expected user demand. Moreover, CPU 202 in customerworkstation 104 may be a smaller capacity CPU than the CPU present inthe information processor 102. Similarly, it is likely that theinformation processor 102 will include storage devices of a much highercapacity than storage devices present in customer workstation 104. Ofcourse, one of ordinary skill in the art will understand that thecapabilities of the functional elements can be adjusted as needed.

The nature of the invention is such that one skilled in the art ofwriting computer executable code (i.e., software) can implement thedescribed functions using one or more of a combination of popularcomputer programming languages and developing environments including,but not limited to C, C++, Visual Basic, JAVA, HTML, XML, ACTIVE SERVERPAGES, JAVA server pages, servlets, and a plurality web site developmentapplications.

Although the embodiments of the invention is described by way of exampleherein and in terms of a web-based system using web browsers and a website server (information processor 102), system 100 is not limited tothe above configuration. It is contemplated that system 100 is arrangedsuch that customer workstation 104 communicate with and display datareceived from information processor 102, using any known communicationand display method, for example, using a non-Internet browser WINDOWSviewer coupled with a local area network protocol such as the InternetPacket Exchange (IPX), dial-up, third-party, private network or a valueadded network (VAN).

It is further contemplated that any suitable operating system can beused on information processor 102 and customer workstation 104, forexample, DOS, WINDOWS 3.x, WINDOWS 95, WINDOWS 98, WINDOWS NT, WINDOWS2000, WINDOWS ME, WINDOWS CE, WINDOWS POCKET PC, WINDOWS XP, MAC OS,UNIX, LINUX, PALM OS POCKET PC and any other suitable operating system.

As used herein, references to displaying data on information processor102 and customer workstation 104 refers to the process of communicatingdata to the terminal across communication network 106 and processing thedata such that the data is viewed on the display 214, for example byusing a web browser and the like. As is common with web browsingsoftware, the display screen on customer workstation 104 presents siteswithin the system 100 such that a user can proceed from site to sitewithin the system by selecting a desired link.

Therefore, each user's experience with system 100 is based on the orderwith which he/she progresses through the display screens. In oneembodiment, graphic controls are available in the display screens andmodules to initiate data processes, and to provide convenient navigationbetween the display screens and modules of system 100. In other words,because the system is not completely hierarchical in its arrangement ofdisplay screens, users can proceed from area to area without the need to“backtrack” through a series of display screens. For that reason, andunless stated otherwise, the following discussion is not intended torepresent any sequential operation steps, but rather to illustrate thecomponents of system 100.

As used herein, the term “proprietor” refers, generally, to anowner/operator of a device, such as information processor 102. Aproprietor does not have to be in physical proximity of the device inorder to exercise control over it. Also as used herein, a proprietorrefers to a party (e.g., an individual, company, corporation, etc.) whoexercises control over the content and features provided on a web siteand/or information processor 102. Further, a “customer” refers,generally, to an individual, business or other party that contracts forservices described herein, typically provided via a proprietor.

In one embodiment, information processor 102 provides a production website 103 to which visitors can connect. Production web site 103 isavailable to anyone who is able to establish a communication sessionwith the information processor 102, for example, using a standard webbrowsing software application. Once the session is established, the useris prompted to enter a user name and password to enable the user toprovide proper authorization to access features for registered customerswho have contracted for the services provided by the proprietor of theproduction web site 103.

In accordance with the teachings herein, content certified andauthenticated mail system 100 enables customers outside of thecontinental U.S. to benefit from the low overnight rates realized byUnited States clients, when addressing the mail to a continental U.S.address. In one embodiment, correspondence may be delivered overnight orstandard service regardless where the correspondence originates. Inaccordance with an embodiment of a business method, customers around theworld of the proprietor realize cost savings and efficient documentdistribution. Also in one embodiment, correspondence tracking isavailable for customers of proprietor of information processor 102.Correspondence tracking and delivery details are added to an electronicfile associated with the delivered document, and stored within database111.

As noted above, the embodiments of the invention addresses customerresponsibility with regard to state and federal document regulations. Aparticularly demanding aspect of state and federal regulations regardsdocument retention and archiving practices. Accordingly, comprehensivesolutions are provided to ensure compliance with such regulations.Centralized mailing and messaging center 110 offers customers an arrayof document retention, search and retrieval options, and documentarchival options. Documents can be searched and retrieved easily over aconvenient and intuitive user interface, thereby obviating a need forspecialized computer knowledge or training.

In one embodiment, documents are retained for various time-periods,ranging a few days to over 30 years, depending on a customer's needsand/or corresponding regulatory requirement. In one embodiment, acustomer has an option to archive documents at the end of a mandatedretention period, or the client can initially choose to purge documentsautomatically following completion of a required retention period.

Thus, the retention and archiving features of the embodiments of theinvention eliminate guesswork and calculation errors surroundingimportant regulatory compliance requirements.

In one embodiment, each document prepared by centralized mailing andmessaging center 110 for processing, shipping and retention isautomatically issued a 2-dimensional(“2D”) barcode, as known in the art.The 2D format is preferred because substantially more information can beencoded into a 2D bar code than in a ID barcode.

In one embodiment, the 2D barcode is printed on each and every page of adocument, and can thereafter be referenced for document tracking andretrieval. In one embodiment, the 2D barcode for each document comprisesvarious information elements, for example: document ID, current pagenumber, total number of pages, single sided/double sided. Using thisinformation, other information related to the document stored in thedatabase 111 can be retrieved. Of course, one skilled in the art willrecognize that other information can be embedded in the bar code, asknown in the art.

A particularly valuable feature of the 2D symbology is the ability toretrieve data from the bar code, even in case the bar code suffers fromphysical damage. This is achieved by including redundancy in thecompleted symbol (2D). The redundancy can allow recovery from as much as40% damage to the symbol itself. Thus, the teachings herein employ stateof the art technologies in order to protect and ensure the safety ofdata/documents and technology evolves, new efficiency and safetyfeatures will be implemented, as needed, as will become evident to oneskilled in the art. Therefore, and as described above, although the manyof the descriptions herein refer to current hardware and softwareembodiments, the embodiments of the invention are not so limited.

In addition to assisting customers to achieve regulatory compliance,centralized mailing and messaging center 110 provides customers withbenefits of a technological convergence of prevalent forms ofcommunication (i.e., physical mail, e-mail, video conferencing, voiceconferencing, communication management, instant messaging, facsimile andvoice) into one fully integrated, audible system, and including state ofthe art document retention and reporting features. Centralized mailingand messaging center 110 enables customers to send, receive, retain,restrict access to, audit, report on, immediately retrieve, and managetheir daily communications in a secure internet based session, anywherein the world. All of the above are provided in addition to documentmanagement tools.

Moreover, centralized mailing and messaging center 110 provides inboundmail, certified e-mail, instant messaging, certified facsimile, videoconferencing, voice conferencing, certified invoicing, file storage, andoutbound mail retention services all with communication managementfeatures, as described herein. In this way, centralized mailing andmessaging center 110 provides customers with an ability to maintaincompliance with various requirements, including: internal controls,records retention, timely retrieval, and privacy restrictionsincorporated within recent regulatory mandates. By ensuring compliance,centralized mailing and messaging center 110 restricts and tracks accessto sensitive documents, monitors usage of e-mail/physicalmail/facsimiles. Further, e-mail, mail, fax, instant message, and voicemail messages are retained, and document/message retrieval is expedited,for example, for enhanced responsiveness to litigation discoveryrequests.

FIG. 17 includes an example display screen 300 that is provided inaccordance with an embodiment of the invention. Display screen 300includes sections 302 and 310, which may be provided in various otherdisplay screens illustrated and described herein. For example, displayscreen 300 includes shortcuts section 302 that comprises selectablechoices for various options. In the example shown in FIG. 17, shortcutssection 302 includes Send A Document icon 304 that, when selected,causes information processor 102 to present display screens operable fora user to order a document delivery process (described in greater detailbelow, with reference to FIGS. 19-28). Shortcut section 302 furtherincludes Browse Documents icon 306 that enables a user to reviewpreviously sent documents that are or will be delivered in accordancewith the teachings herein. Further Order Tracking icon 308 is providedin section 302 that enables a user to track a pending document order.

Also shown in display screen 300, Print Driver Download section 310 isprovided that enables a user to download virtual print driver 105 forconvenient access to many of the features described herein. Print DriverDownload section 310 includes a link to a virtual print driver 105 that,when installed on workstation 104, enables a user to place an order withinformation processor 102 once the user outputs a document to a“virtual” printer associated with the driver 105. In one embodiment,once the user prints the document to the virtual printer, the output issaved as an ADOBE PORTABLE DOCUMENT FORMAT (“PDF”) file, and acommunication session is established with information processor 102 toenable the user to make selections regarding delivery of the document,such as described below with reference to FIGS. 19-28. For example,after the PDF is created, the user's default web browser softwareapplication is automatically launched, and the browser is pointed to auniform resource locator (“URL”) to web site 103 information processor102.

In one embodiment, PDF files are uploaded to information processor 102from workstation 104. In one embodiment, virtual print driver 105generates a copy of the document from a first format (e.g., spreadsheet,image, database, word processor) to be formatted as a PDF. In this way,the user is provided with a convenient mechanism to convert a documentfrom one format to PDF, and a convenient communication path toinformation processor 102 is also provided.

With reference now to FIG. 18, an example account management displayscreen 400 is shown and usable for an authorized user to add or modifyan existing account. As shown in manage account section 402, selectabletext controls (e.g., hyperlinks) are provided that enable a user toperform various functions. As shown in FIG. 18, manage account section402 includes selectable choices for modifying a user profile, managingusers, view account activity and manage document retention settings.Financial Information section 404 includes selectable choices formanaging credit card credit card information for use by users, managingpre-payment options, and viewing account transactions. In EnterpriseManagement section 406, selectable choices are provided to enable a userto combine two accounts together and to manage company and departmentdemographic information. Further, Report section 408 includes options togenerate reports, including to report purchase activity and transactiondetails.

As described above with regard to display screens provided in accordancewith an embodiment, display 400 also includes shortcuts section 302.However, unlike shortcuts section 302 shown in FIG. 17, shortcutssection 302 in display screen 400 offers a user selections also providedin account section 402, financial information section 404, enterprisemanagement section 406 and report section 408. By providing all of theselections in a compact, convenient area, a user is provided with aconvenient interface for operating the embodiments of the invention.Further, display screen 400 includes tabs 410 enabling a user tonavigate to other display screens providing functionality in accordancewith the teachings herein.

FIGS. 19-28 illustrate example display screens provided to a user who isin the course of sending a document correspondence in accordance withone embodiment.

FIG. 19 illustrates display screen 500 that is presented to a user whoselects Send A Document hyperlink 304 in shortcuts section 302 (FIG.17). Once selected, display screen 500 is presented which includes printprogress view section 502 that identifies the steps associated withplacing an order in accordance an embodiment, and further identifies thesteps the user has completed, the step the user is performing, and thesteps the user has yet to complete. As shown in display screen 500,print progress view section 502 identifies the status of stepsassociated with submitting a document, selecting a sender's addressoptions, selecting the sender's address, selecting the receiver'saddress, selecting packaging and shipment options, adding/removingrecipients, defining/selecting a document retention period, filing thedocument, selecting billing options, reviewing/selecting an order, andplacing the order. In the embodiment shown in FIG. 19, the options shownin print progress view section 502 are not selectable (e.g., formattedas hyperlinks), but instead operate to display the progress of an order.Moreover, each option has a checkbox placed adjacent thereto that, whenselected, indicates a completed task.

Continuing with reference to FIG. 19, upload section 504 includesgraphical screen controls (e.g., textboxes, drop-down lists, checkboxes,buttons, etc.) for defining characteristics related to the document theuser desires to send. For example, controls are provided for a user tomake selections regarding characteristics of the documentcorrespondence. For example, Image Color drop-down list 506 isselectable to define whether the document is black & white or color.Further Paper Size drop-down list 508 is selectable to define apreferred paper size, and File Name text box 510 is provided to enable auser to submit the name of the document, including the drive andpathname. One embodiment includes a Browse button 512 that enables theuser to navigate a particular folder (or directory) on workstation 104where the document is stored, and, thereafter, to select the documentname to be uploaded. Using Browse button 512, the user does not leave torecall long and potentially complicated path/directory names where thedocument is stored, or the name of the document.

Once the full name of the file is displayed in file name text box 510,the user selects Upload File button 514 to cause the selected file to betransmitted to information processor 102. Alternatively, the userselects Cancel Order button 516 to abort the process. As noted above, inone embodiment, the user uploads a document formatted as a PDF,generated via virtual print driver 105. Of course one skilled in the artwill recognize that any file format can be support in accordance withvarious embodiments without departing from the teachings herein.

In one embodiment, any format document has optical character recognitionprocess performed thereon. Once performed, an electronic document, suchas formatted as a PDF can be searchable, as known in the art. This isparticularly useful, for example, e-discovery requirements.

FIG. 20 illustrates an example display screen 600 and displayed afterthe user selects a file to be uploaded from workstation 104, asdescribed above with reference to FIG. 19. As shown in FIG. 20, printprogress view section 502 indicates that the document has beenpreviously submitted. In sender's address section 602, the user selectsDefault Address radio button 604, for selecting an address previouslysubmitted by the user during an initial registration process.Alternatively, the user selects Contact Address radio button 606 whichenables the user to select an address from a list of contacts. After theuser selects either radio button 604 or 606, the user selects Continuebutton 608 to proceed with the order process or, alternatively, selectsCancel Order button 610 to abort the process.

FIG. 21 illustrates example display screen 700 for selecting recipientsfrom an existing electronic address book, such as known in the art. Inone embodiment, display screen 700 is displayed after the user selectsradio button 606 (FIG. 20), and thereafter selects Continue button 608.In the example shown in FIG. 21, three contacts are displayed in contactselection section 702, John Jones, Mary White and Bill Smith. Adjacentto each name is Edit button control 704 which, when selected, causesinformation processor 102 to display add/edit contact display screen 800(described in greater detail below, with reference to FIG. 22). In oneembodiment, when a contact name is selected in contact selection section702, corresponding address and contact information is displayed inaddress section 706. In the example shown in FIG. 21, John Jones isselected in section 702, with John Jones' corresponding addressinformation displayed in section 704. Also displayed in FIG. 21 areshortcuts section 302 and print driver section 310 (FIG. 17).

FIG. 22 illustrates an example add/edit contact display screen 800 thatis provided to enable a user to add/edit a contact to database 111 andprovided after a user selects a contact and, thereafter, selects Editbutton control 704 (FIG. 21). Included in FIG. 22 is add/edit contactsection 802 that includes Address Type drop-down list 804 enabling auser to categorize the contact. In the example shown in FIG. 22, thecontact is categorized as a “business” contact. Other graphical screencontrols are provided for entering a company name, and for enteringcorresponding demographic information (e.g., street, P.O., city, state,zip code, country, telephone number and e-mail address). After the useris satisfied with the submitted entries, the user selects Save button806 to save the entries in database 111. Also displayed in FIG. 22 isprint progress view section 502 that indicates user's progress withrespect to an order being placed with the information processor 102.

FIGS. 23A and 23B illustrate an example display screen 900 that enablesa user to make packaging and shipping information selections. As shownin FIG. 23A, recipient information section 902 is provided to enable thesender to define a recipient. In FIG. 23A, John Jones is indicated asthe intended recipient. Remove hyperlink 904, when selected, causesinformation processor 102 to remove the selected contact as a recipient.Alternatively, the user can select Modify Address hyperlink 906 thatenables the user to modify the recipient's address, such as describedabove with respect to FIG. 22.

After the user is satisfied that the recipient information is correct,the user selects an option for packaging information. For example, theuser selects Envelope drop-down list 908 to select an envelope dimensionor other type of envelope. Moreover, the user selects Paper Typedrop-down list 910 and one or two sided radio buttons 912 to select atype of paper. In one embodiment, costs associated with the packaginginformation is automatically calculated and displayed for the user, anda total supplies cost is displayed in section 914.

Referring now to FIG. 23B, shipping method section 916 is provided toenable a user to request information processor 102 retrieve competitiveshipping rates from a plurality of couriers. In the example shown inFIG. 23B, DHL, FEDEX and UPS are the selected couriers. Of course, oneskilled in the art will recognize that any party providing courierservices can be requested to submit quotes for providing shippingservices. Also as shown in FIG. 23B, shipping method section 916includes a tabular grid representing various delivery options providedby the respective couriers. For example, options for Saturday delivery,8:30 a.m. delivery, 10:30 a.m. delivery, Next Day delivery, 1 daydelivery, 2 day delivery and ground delivery options are shown. In theexample shown in FIG. 23B, when the user is ready to submit the requestfor shipping rates to the respective couriers, the user selects GetShipping Rates icon 918. Alternatively, the user can select Cancel Order920 to abort the order.

After the user selects get shipping rates icon 918, informationprocessor 102 queries the respective couriers for price information,according to one embodiment. In one embodiment, the respective courierssubmit substantially real-time responses to the query and the grid insection 916 is populated with price information from the couriers forthe respective delivery options. In the example shown in FIG. 24, DHLreturned no pricing information, FEDEX and UPS offer competitive rates,FEDEX offering less expensive delivery rates for 8:30 a.m., but moreexpensive delivery rates for 10:30 a.m., Next Day, and 1 Day delivery.In the example shown in FIG. 24, UPS did not return any pricinginformation for 2 Day delivery, and no courier returned pricinginformation for Saturday delivery or Ground delivery. All of the pricesin the example section 916 shown in FIG. 24 are formatted as selectablelinks that, when selected, cause information processor 102 to award theorder to the selected courier for the selected delivery option.

FIG. 25 illustrates example display screen 1100 that is presented to auser who selects a link displayed in the grid shown in shipping methodsection 916. As shown in the example in FIG. 25, order confirmationsection 1102 identifies the recipient, order details, e-mailconfirmation and subtotal costs associated with the selection previouslymade in shipping method section 902. In the example shown in FIG. 25,the user previously selected FEDEX as the courier and a 10:30 a.m.delivery. A comparison of shipping costs shown in FIG. 24 indicate thatthe 10:30 a.m. delivery by FEDEX is not the least expensive choice. Thisexample demonstrates the flexibility of the embodiment of the inventionin that the user has the ability to select a desired shipping/deliverytime and not be automatically assigned a courier by informationprocessor 102 such as the least expensive courier.

Continuing with reference to FIG. 25, in case the user changes his mindand decides not to hire the selected courier, the user selects Removeicon 1104 to remove the selection and review the previously submittedprices and couriers in shipping method section 916, such as shown inFIG. 24. As noted above, the user can select Email Confirmation checkbox1106 to instruct information processor 102 to transmit an e-mail messageto the recipient that includes a link to an electronic (PDF) copy of thedocument. This enables the recipient to review an electronic version ofthe document prior to the document being physically delivered.

Once the user is satisfied with the options displayed in orderconfirmation section 1102, the user selects Continue button control 1108Alternatively, the user can select Cancel Order 1110 to abort theprocess. Moreover, the user can select Add Another Recipient hyperlink1112 to select additional recipients of the document. Using hyperlink1112 the user can select a plurality of parties to receive the document.After the user selects Continue button 1108, the user definesdocumentation retention information with respect to the document.

FIG. 26 illustrates an example document retention definition displayscreen 1200 that is provided after a user selects a courier and deliveryschedule for sending correspondence in accordance with the teachingsherein. In order to ensure compliance with regulatory and otherrequirements associated with document retention, users select anappropriate retention period for documents, during the process ofselecting a recipient and courier for delivery. In the example shown inFIG. 26, the user selects in document retention selection section 1202options that categorize the document and a corresponding documentretention period therefor. For example, in case the correspondenceregards an emergency action plan, the user selects an option directed toemergency action plans and a corresponding retention time period of tenyears.

In the example shown in FIG. 26, a tree-like hierarchical structure isdisplayed that is organized by business departments (e.g., “Accounting”and “Administration”). Under the general departmental categories arecategorical options for documents associated with the respectivedepartments. For example, document categories associated with thedepartment, “Administration,” include “Management Information,”“Planning/Forecasting,” “Policies/Procedures,” “Property Management,”and “Records Management.” Under the respective document categories inFIG. 26 are particular document types. For example, under the documentcategory, “Policies/Procedures,” is an option for “Emergency ActionPlans.”

In one embodiment, the tree-like structure shown is customizable by aproperly authorized user to assign new categories, subcategories anddocument types. For example, the authorized user can assign a newsubcategory within the category, “Administration,” by selecting the“Administration” option (e.g., by “right-clicking” thereon, as known inthe art), and selecting a context-menu selection (also as known in theart) for adding a subcategory (not shown). Using this interface, theuser can define new categories, subcategories, document types andcorresponding retention periods.

One skilled in the art will recognize that many alternative userinterface options are available without departing from the spirit andteachings herein. For example, button controls may be provided thatcause information processor 102 to display one or more data entry formsfor the authorized user to define category, subcategory, document typesand retention periods. Alternatively, formatted data (e.g., incomma-delimited ASCII text files, spreadsheets or any other known dataformat) may be imported and used to automatically populate category,subcategory, document type and/or document retention periods. Moreover,one skilled in the art will recognize that various category options canbe provided without departing from the spirit and teachings herein. Forexample, documents may be arranged alphabetically by name and selectablein a drop-down list by a user. Alternatively, documents may be orderedby retention period. In an alternative embodiment, information processor102 may automatically assign document retention periods for particulardocuments and document types.

Once the user selects an appropriate document retention period for thedocument being sent, information processor 102 stores the information indatabase 111 to ensure document retention compliance is maintained,according to one embodiment.

In the example shown in FIG. 26, links are provided in section 1204 thatenable a user to access account section 402, enterprise managementsection 406 and reports section 408, as described with reference to FIG.18. The links provided in section 1204 provide the user with aconvenient interface for quickly accessing management functionalitydisplay screens without having to navigate several unrelated displayscreens.

After a user defines an appropriate retention period for the documentbeing sent to a recipient, the user is presented with document filingdisplay screen 1300, substantially as shown in FIG. 27. Document filingdisplay screen 1300 provides graphical screen controls for a user todefine/select options associated with the document in database 111. Indocument filing section 1302, the user selects drop-down list 1304 toselect a category of document. In the example shown in FIG. 27, a“General” category is selected by the user. In one embodiment,authorized users are able to add new categories by selecting Add NewCategory hyperlink 1306 and submitting entries, for example, in a dataentry display form for the new category, and one or more descriptions ofthe category. Thereafter, the user submits entries in text boxes 1308and 1310 to name and describe the document, and, thereafter selectsContinue button control 1312 to proceed with the order. Alternatively,the user can select Cancel Order button control 1314 to abort theprocess.

After the document is filed, the user proceeds submit billing options,substantially as shown in billing options section 1402 in display screen1400 (FIG. 28). In the example shown in FIG. 28, section 1402 providesthe user with radio button control options to be invoiced, submit creditcard information once for this order, or apply credit card informationpreviously stored in database 111. Of course, one skilled in the artwill recognize that alternative billing options can be provided, such asPAYPAL payments, automatic bank account debit payments, purchase orderpayments, or other electronic financial transaction mechanisms, as knownin the art.

After the user submits a billing option, display screen 1500 (FIG. 29)is displayed and the user has an opportunity to review the total pricefor the order in order review section 1502. When the user is satisfiedwith the selections, the user selects Process Order button control 1504.Once selected, the user's order is submitted and processed byinformation processor 102 in accordance with the teachings herein.

As noted above with reference to FIG. 31, a user can select an optionfor order tracking for previously submitted orders. As noted above,contents of physical correspondence (e.g., documents) and electroniccorrespondence (e.g., e-mail) can be certified using the modules andfeatures described herein. After an order is placed, a user can track orreview the status of the order (for either physical correspondence orelectronic correspondence), such as shown in display screen 1600 in FIG.30. In section 1602 of FIG. 30, a series of drop-down lists are providedto enable a user to search for a particular order. For example, the usercan search for orders based on company name, recipient and/or category.Further, there is provided an option to sort search results in variousways, such as by document date.

The embodiment of the invention is now further by way of an example anddescribed with reference to FIG. 31. A customer desires to send adocument to a recipient via content certified and authenticatedcorrespondence system 100. Using customer workstation 104, the customercreates document 1702, for example, using standard word processingsoftware. In one embodiment, the user prints the document to virtualprint driver 105 to convert the document to a PDF file, and to establisha communication session with information processor 102. Thereafter,document 1702 (converted to PDF) is uploaded to information processor102.

Continuing with the example illustrated in FIG. 31, informationprocessor 102 modifies document 1702 by adding a bar code to each andevery page of the document, thereby generating bar coded document 1704.Thereafter, document 1704 is physically printed by a printer incentralized mailing and messaging center 110. In the example shown inFIG. 31, devices included in centralized mailing and messaging center110 have reference numeral 110. Although the respective devices are eachlabeled with reference numeral 110, it is to be understood that theseand/or other devices may be included in process. For example, theprinter shown in FIG. 31 may be replaced by another device, such as aplotter or other output device.

Once the document 1704 is printed, each page is imaged according to oneembodiment. In the example shown in FIG. 31, a camera is used tophotograph document 1704. Of course, one skilled in the art willrecognize that other imaging technology may be employed, such as ascanner, fax machine or other known device(s) to provide a digital copyof document 1704. Once document 1704 is imaged, the digital copy isstored in database 111, according to one embodiment. Additionally, thephysical copy of document 1706 is processed in centralized mailing andmessaging center 110, such as to scan the barcodes on each page andverify that document 1706 is complete.

Thereafter, document 1706 is provided to inserting station 1707 toperform at least one of folding, binding, inserting and sealing document1706 into an envelope. In one embodiment, the envelope is formatted witha clear “windowed” portion, and the first page of every package is the“airway bill,” as known in the art. In this way the document can beinserted with mailing information easily viewed, without a need forhuman interaction, which increases the document's integrity.Alternatively, any known method of preparing document 1706 for deliveryto the recipient is envisioned herein. The packaged document 1708 isaddressed and fees associated with delivery are prepared, according toone embodiment. Once packaged document 1708 is prepared, the packageddocument is delivered via courier 1710 and delivered to the recipient.

In addition to physical documents sent via courier, customers of theproprietor of information processor 102 are given an ability to send andreceive content certified e-mail to anyone on the globe with the fullassurances of time/date stamping, e-mail and fax receipt verificationand recording. This content certification process ensures that e-mailmessages are not changed or otherwise tampered with once transmitted bythe sender. In one embodiment, a duplicate true image of the sent e-mailis created and securely stored in database 111. The image andcorresponding information, such as tracking information and confirmationreceipts, can be retrieved and viewed on demand by authorized personnel.

Moreover, customers are provided the ability to retain and easilyretrieve all internal and external instant message communications, forexample, between their employees and their instant message enabledclients. In addition to recording and retrieval, the embodiment of theinvention enables customers to search instant message records by user,date, and/or keyword, thus increasing the customer's ability to verifyinformal agreements and respond effectively to discovery and regulatoryrequests.

In yet another embodiment, customers have access to a fax service thattransmits a customer's faxed document to either a conventional fax ore-mail address, and thereafter confirms and records receipt. A copy ofthe faxed document, confirmation receipt; and relevant metadata (theentire record of the document including its electronic transmission andretention information) may be retained in case, for example, any aspectof the faxed document or its transmission come into question.

In still another embodiment, a Voice Over Internet Protocol (“VOIP”)integration is provided for customers to use VOIP to make domestic andinternational calls over the internet. This service provides thecustomer with significant savings when compared to traditional phoneservices. In addition to the provision of VOIP telephone service,customers are provided the ability to see, listen, and manage multiplevoices mail boxes from one single location, a computing device.Customers can use the convenience of the internet to check their voicemail from any location without having to make a call. In one embodiment,all voice mail messages automatically are displayed in a convenientinterface and include identifying information such that the messages canbe prioritized, screened, and stored without a need to listen to them.An added feature gives the customer the ability to store voice mailmessages indefinitely. This feature may be activated for regulatory orlitigation purposes, and comes complete with time/date stamp and callerID information.

Yet another feature of the embodiment of the invention includes inboundmail automation for business accounts. Business customers are providedwith the ability to direct incoming mail documents to centralizedmailing and messaging center 110. Business customers may large volumesof mail (e.g., insurance claims, forms, etc) which can be directed tothe centralized mailing and messaging center 110, where the documentsare scanned and e-mailed, thereby reducing a need for dedicated physicalresources and storage space. Each e-mail provides the subject, keywords,name of sender, date it was received, and the image of the scanneddocument. In one embodiment, inbound mail automation includes forwardingof physically mailed documents to centralized mailing and messagingcenter 110, automated envelope opening and document imaging ensuringmaximum privacy, document bar coding, immediate forwarding of paperbased mail to the customer's e-mail account, protection from chemical,explosive, and biological agents, and enhanced documentretention/retrieval/reporting features.

In addition to providing inbound mail automation service for businesscustomers, residential accounts are similarly supported. Residentialcustomers can elect to have physical mail delivered to them while theyare away from their home location. In accordance with one embodiment,incoming physical mail is redirected to centralized mailing andmessaging center 110, where inbound mail is scanned, and e-mailed to thecustomer. Each e-mail provides the subject, name of sender, date it wasreceived, and the image of the scanned document. In addition to theconvenience of having residential (home) physical mail directed to theire-mail address, residential clients can elect to restrict their receiptof “junk mail.” Other features of this service include forwardingresidential mail to centralized mailing and messaging center 110,imaging of each mailed document, ensuring maximum privacy, document barcoding, imaged document storage, timely forwarding of paper based mailto the customer's e-mail account, and integrated reporting features.

Other uses and products provided by the present invention will beapparent to those skilled in the art. Although the present invention isdescribed and shown in relation to particular embodiments thereof, manyother variations and modifications and other uses will become apparentto those skilled in the art. It is preferred, therefore, that thepresent invention be limited not by the specific disclosure herein.

1. A method for certifying contents of a correspondence sent from asender to a recipient, the method comprising: receiving by aninformation processor over a communication network an electronic filefrom a sending workstation associated with the correspondence; receivingover the communication network recipient information that represents therecipient of the correspondence; generating a formatted electronicdocument from the electronic file, the formatted electronic documentincluding coded information for identifying the electronic document;storing a copy of the formatted electronic document in a database;outputting the formatted electronic document as a physical document;delivering the physical document to the recipient; and retaining thecopy of the electronic formatted document stored in the database as acertification of the contents of the correspondence as embodied in thephysical document sent to the recipient.
 2. The method of claim 1,further comprising providing by the information processor a graphicaluser interface of the workstation to upload the electronic file.
 3. Themethod of claim 2, wherein the graphical user interface furthercomprises graphical screen controls enabling a user to define parametersrelated to the correspondence.
 4. The method of claim 3, wherein theparameters include at least one of a paper color, paper size, papertype, and envelope type.
 5. The method of claim 1, wherein the codedinformation is formatted as a bar code.
 6. The method of claim 5,wherein the bar code is a 2D bar code.
 7. The method of claim 1, furthercomprising automatically preparing the physical document to be insertedin an envelope with viewable mailing information.
 8. The method of claim7, wherein the envelope comprises a transparent portion.
 9. The methodof claim 1, wherein the electronic file is generated by a virtual printdriver accessed or installed on the workstation.
 10. The method of claim1, wherein delivering the physical document comprises receiving costestimate information from a plurality of couriers, and selecting one ofthe couriers from the plurality of couriers.
 11. The method of claim 1,further comprises enabling a user to review status information relatedto the correspondence.
 12. The method of claim 1, wherein thecorrespondence is sent by e-mail.
 13. The method of claim 1, furthercomprising authenticating a user of the service.
 14. The method of claim1, further comprising performing optical character recognition on theformatted electronic document.
 15. The method of claim 1, whereinretaining the copy of the electronic formatted document ensurescompliance with at least one governmental regulation.
 16. The method ofclaim 1, wherein at least one of the receiving, generating, outputting,storing, delivering, and retaining are provided by an integrated mailand messaging center.
 17. A system for certifying contents of acorrespondence sent from a sender to a recipient, the system comprising:an information processor communicating over a communication network andoperable to receive an electronic file and recipient information from asending workstation associated with the correspondence, wherein therecipient information represents the recipient of the correspondence; aformatting module to generate a formatted electronic document from theelectronic file, the formatted electronic document including codedinformation for identifying the electronic document; a database operableto store a copy of the formatted electronic document; an output deviceoperable to output the formatted electronic document as a physicaldocument; a delivery module operable to deliver the physical document tothe recipient; and a retention module operable to retain the copy of theelectronic formatted document stored in the database as a certificationof the contents of the correspondence as embodied in the physicaldocument sent to the recipient.
 18. The system of claim 17, furthercomprising a graphical user interface enabling a user of the workstationto upload the electronic file.
 19. The system of claim 18, wherein thegraphical user interface further comprises graphical screen controlsenabling a user to define parameters related to the correspondence. 20.The system of claim 19, wherein the parameters include at least one of apaper color, paper size, paper type, and envelope type.
 21. The systemof claim 18, wherein the graphical user interface further enables a userto review status information related to the correspondence.
 22. Thesystem of claim 17, wherein the coded information is formatted as a barcode.
 23. The system of claim 22, wherein the bar code is a 2D bar code.24. The system of claim 17, further comprising a centralized mailing andmessaging center that substantially automatically prepares the physicaldocument to be inserted in an envelope with viewable mailinginformation.
 25. The system of claim 24, wherein the envelope comprisesa transparent portion.
 26. The system of claim 17, further comprising avirtual print driver operable to generate the electronic file.
 27. Thesystem of claim 17, wherein the delivery module receives cost estimateinformation from a plurality of couriers.
 28. The system of claim 17,wherein the correspondence is sent by e-mail.
 29. The system of claim17, further comprising an optical character recognition module forperforming optical character recognition on the formatted electronicdocument.
 30. The system of claim 17, wherein the retention module toprovide compliance with at least one government regulation.
 31. Thesystem of claim 17, further comprising an e-commerce module operable toreceive a fee for certifying contents of a correspondence sent from asender to a recipient.
 32. A system for certifying contents of acorrespondence sent from a sender to a recipient, the system forexecuting a method comprising: receiving an electronic file via anintegrated messaging center; generating a formatted electronic documentfrom the electronic file, the formatted electronic document includingcoded information for identifying the electronic document; storing acopy of the formatted electronic document in a database; outputting theformatted electronic document as a physical document; delivering thephysical document to the recipient; and retaining the copy of theelectronic formatted document stored in the database, wherein theretained copy ensures compliance with at least one governmentalregulation, and further certifies the contents of the correspondence asembodied in the physical document.